• 10A Kouterveldstraat, 1831 Machelen
  • +32 2 424 24 26
  • Mon-Fri: 07:00 - 17:00

Rental Agreement

Payment Policy:

Full payment is required upon receipt of the booking sheet. Clients can make payment through the provided payment link (+5% Credit Card Fees) or via bank transfer (Free of Charge). If you opt for a bank transfer, you must send the proof of payment via email.

Cancellation/Modification Policy:

  • Sedan and Van for local transfers (inside Brussels city):
    • 48 hours or more prior to service start time: 5% transaction fees.
    • Within 48 hours but more than 24 hours: 50% charge.
    • Within 24 hours of service start time: 100% charge.
  • Sedans and Vans for long-distance transfers & roadshow services (outside Brussels city), disposal services in Brussels:
    • 72 hours or more prior to service start time: 5% transaction fees.
    • Within 72 hours but more than 48 hours: 50% charge.
    • Within 48 hours of service start time: 100% charge.
  • Buses and Coaches for transfers (local or long distance), disposal & roadshow services:
    • 6 months or more prior to service start time: 5% transaction fees.
    • Between 6 months and 4 months prior to service start time: No refund, but the client may book a service in the same budget as a reusable credit within 6 months of the cancellation date.
    • Between 4 months and service start time: No refund nor reusable credit.


  • Any modifications (including pick-up times, addresses, stops, amount of passengers, amount of luggage, …) will only be allowed if planning permits and for a modification fee of minimum €50 per change.

Airport & Station Pick-Up:

    • Included in the service:
    • Chauffeur waiting with a greeting sign inside the terminal/hall.
    • Monitoring of flight/train and arrival upon scheduled time.
    • Airport/station parking fee.
    • Waiting time: 45 minutes (Airport) / 30 minutes (Station) included upon flight/train arrival.

Extra Waiting Times:

  • Free grace period of 10 minutes included from the mentioned pick-up time on the confirmation sheet.
    • Extra waiting time charges per vehicle (per entered hour):
      • Economy Van: €95
      • Executive Van: €105
      • Deluxe Van: €115
      • Economy Bus: €130
      • Executive Bus: €160
      • Deluxe Bus: €190
      • Economy Coach: €210
      • Executive Coach: €230
      • Deluxe Coach: €250

Chauffeur Details:

  • Real-time notifications per email for passenger and chauffeur safety.
  • Chauffeur details provided 12 hours prior to departure via email.

Cleaning Fees:

  • Cleaning fee of €250 charged for any vehicle dirtied beyond normal usage (e.g., vomit, mud). No food or drinks allowed except for water.

Extra Costs:

  • The client assumes full financial liability for any damage to the vehicle caused during the rental period.
  • Overtime charges apply after the first 10 minutes of the prearranged time.
  • Not responsible for delays or termination caused by unsafe road conditions.
  • Not responsible for articles left in the vehicles.
  • Vehicles cannot be loaded beyond pre-arranged seating & luggage capacity.


  • Ciao365 is not liable for mechanical breakdowns during the charter but will make up lost time at a mutually agreed date.
  • The driver has the right to terminate the run without refund in cases of blatant indiscretion on the part of the client(s).

Economy Class:

  • If planning does not allow providing the selected vehicle, transportation service will still be provided within the specified times & itinerary for the same number of passengers and luggage. This may result in an upgrade of vehicle class or splitting the group into multiple vehicles.

Prices are 6% VAT included.